Studio Administrative Assistant

Studio Administrative Assistant

Location: Milwaukee studio (hybrid - online and in-person)
 Schedule: 10 hours per week, flexible Wed - Friday
 In-studio hours:  10:00 AM - 3:00 PM (some schedule adjustments possible)
 Compensation: Hourly wage based on experience and performance

Position Overview

The Studio Assistant works directly with artist Sonja Thomsen as an administrative support specialist, focusing primarily on digital organization, communications, and studio assisting. This role is ideal for candidates who prefer computer-based work and systems organization with a little hands-on art making. The position offers valuable experience in professional arts administration and digital archive management.

Key Responsibilities

Digital Administration & Systems Management (Primary focus) 

• Artwork documentation: Photograph, catalog, and digitally archive completed works • Database maintenance: Update and maintain comprehensive artwork archive databases • Co-manage studio administration: Help with email correspondence and administrative tasks • Calendar support: Assist with scheduling and help keep track of important deadlines • Application tracking: Help monitor and organize grant applications, submissions, and deadlines • Maintain detailed inventory systems and digital filing structures • Create and update digital documents, forms, and organizational tools

Archive & Documentation Systems • Maintain both digital and physical archive organization • Ensure accurate artwork records, provenance, and condition documentation • Update and maintain archive protocols and organizational systems • Coordinate artwork loans, storage, and retrieval processes

Research • Conduct research for projects and funding opportunities 

Studio Organization & Upkeep • Maintain studio cleanliness, material inventory and organization • Manage physical storage systems and archives 

Required Qualifications

Digital & Systems Skills (Essential) • Systems thinking: Ability to create, improve, and maintain organizational systems • Adobe Creative Suite proficiency: Photoshop, Illustrator, and InDesign required • Database management: Strong aptitude for maintaining detailed, accurate records • Documentation skills: Experience with or willingness to learn artwork photography and cataloging • Proficiency with macOS and Microsoft Office Suite

Professional & Communication Skills • Strong written communication and editing abilities • Research skills and exceptional attention to detail • Valid driver's license 

Bonus Experience • Previous experience with archive management or museum/gallery databases • Art handling and documentation experience • Grant writing or proposal development experience • Familiarity with artwork inventory systems

Ideal Candidate Qualities

• Systems-oriented: Enjoys creating order, improving processes, and maintaining digital systems 

• Documentation-focused: Takes pride in accurate, thorough record-keeping and archival work • Detail-oriented: Meticulous with tasks and database accuracy 

• Computer-focused: Confident working across digital platforms.

• Proactive: Takes initiative in organizing and streamlining archive operations 

• Professional: Punctual, reliable, and maintains positive communication 

• Research-minded: Enjoys investigating, documenting, and synthesizing information

Additional Information

Perfect for: Artists interested in learning the business and administrative aspects of professional art practice or students studying arts administration, library/information science, art history, museum studies. 

The role offers extensive experience in professional administrative systems, digital archive management, and arts sector communications. Candidates should be excited about behind-the-scenes organizational work that supports artistic practice.

Not ideal for: Students primarily seeking hands-on art-making experience as the primary focus of their role. Note that some careful art handling is required and at times assistance with the production of work.